Workflow by Shopify Operator: Managing Orders for DecoNetwork Fulfillment in Shopify

As a Shopify store operator integrated with DecoNetwork (DN), your day-to-day workflow centers on getting orders cleanly from Shopify into DN, tracking status changes, and resolving exceptions fast. This guide shows how orders move from Shopify to DN, how statuses update, and what to do when an order is declined—so you can keep production moving and customers informed.

In this article

• Prerequisites
• Why this workflow matters
• Step 1: Choose how orders are submitted (Automatic vs Manual)
• Step 2: Order sync & review in DecoNetwork
• Step 3: Track fulfillment status in Shopify
• Step 4: Handle “Request declined” rejections
• Step 5: Complete fulfillment & customer notifications
• Best-Practice Tips
• Troubleshooting
• FAQs
• Additional Resources

Prerequisites

Why this workflow matters

• Fewer delays: Clean handoffs reduce back-and-forth on missing details or unmapped products.
• Clear visibility: Status changes (“In progress”, “Fulfilled”, etc.) tell you exactly where each order stands.
• Fast exception handling: “Request declined” entries include reasons so you can fix and resubmit quickly.
• Happier customers: Timely updates and fewer surprises improve trust and repeat business.

Step 1: Choose how orders are submitted (Automatic vs Manual)

When a customer purchases items designated for DN fulfillment, Shopify can automatically submit the fulfillment request to DN, or you can submit it manually after a review.

By default, Shopify is set up to handle order fulfillment automatically.

a. Order Fulfillment Request in Shopify

Order Submission: When a customer completes a purchase on your Shopify store and the products are set to be fulfilled by DN, the order will be submitted for fulfillment based on your chosen configuration:

• Automatic Submission: Shopify sends order details to DN with no extra clicks, great for speed and low-touch operations. (By default, Shopify is configured to fulfill orders automatically).
• Manual Submission: You review the order first, then request fulfillment so DN receives it when you’re ready. See Request Order Fulfillment by a DN Store in Shopify for step-by-step instructions.

Step 2: Order sync & review in DecoNetwork

After submission (automatic or manual), the order syncs to DN via API. In DN, the fulfillment team confirms production readiness:

• Verify product mapping from Shopify to DN products/SKUs.
• Confirm design files are are correctly linked to the ordered products. This step ensures that the order meets all necessary requirements before proceeding to production and fulfillment.
• Check that the order meets all necessary requirements before proceeding to production and fulfillment.

Step 3: Track fulfillment status in Shopify

Shopify updates fulfillment status as DN accepts, processes, and ships the order:

• Unfulfilled: Orders that have not been submitted for fulfillment will have the status "Unfulfilled".
• In progress: Once the order is accepted by DN, the fulfillment status will be updated to "In Progress" in Shopify. This indicates that the order has been sent to the connected DN store for fulfillment.
• Request declined: If the order has been canceled by DN, the fulfillment status of the order will be updated to "Request declined ". This status indicates that the order will not be fulfilled by the connected fulfillment center, as it has been canceled on the DN side. If provided, the reason for the order cancellation will be logged in the order timeline, providing clarity on why the order was declined. This could be due to various reasons such as inventory issues, payment problems, or a manual decision made by the DN operator.

  To review the specific reason and any additional details about the cancellation, navigate to the Order Details page in Shopify. Scroll down to the Order Timeline section, where you'll find a chronological log of all the actions and updates related to the order, including the cancellation. The entry will include a brief explanation for the decline, which helps in understanding the context of the cancellation.

  

  Shopify → Order details → Order timeline (decline reasons appear here)

• Fulfilled: Once DN completes production and ships the order, the status in Shopify is updated to "Fulfilled." This triggers a notification to the customer that their order is on the way.
• Partially Fulfilled: If an order contains multiple items and only some have been shipped, the status will update to "Partially Fulfilled."

Step 4: Handle “Request declined” rejections

Occasionally, an order may be rejected during the fulfillment process. This could happen due to various reasons, such as design file errors, product availability issues, or customer cancellation requests.

1. Open the Shopify order and scroll to the Order timeline.
2. Locate the Request declined entry and read the reason (e.g., missing design, out of stock, shipping restrictions).

   Rejection Scenarios

   • Design File Errors: If the design files associated with a product are missing, corrupted or incompatible, the order may be rejected. You'll need to correct the files and resubmit the order.
   • Product Availability: If a product is out of stock or discontinued, the order may be rejected. You'll need to communicate with the customer to offer alternatives or a refund.
   • Shipping Restrictions: If the shipping destination is restricted or unsupported (due to carrier limitations or customs regulations), the order may be rejected. Work with the customer to provide an alternate shipping address or inform them of the delivery limitation.
3. Fix the cause (e.g., upload missing or corrected design files, confirm product availability, or provide an alternate shipping address).
4. If needed, communicate options to the customer (substitute product, refund, revised ETA).
5. Resubmit the fulfillment request to DN once resolved (if using manual submission).

Step 5: Complete fulfillment & customer notifications

When DN ships the order, Shopify updates to Fulfilled and sends the customer a shipping update (and tracking if provided). For multi-item orders shipping separately, expect Partially fulfilled before final completion.

Best-Practice Tips

• Standardize submission: Use automatic submission for low-risk items; reserve manual for orders needing human review.
• Keep mappings fresh: When you add or change products, update DN mappings immediately to avoid declines.
• Attach designs early: Ensure required design files/metafields are in place before submission.
• Watch the timeline: The Order timeline is the single source of truth for declines and history—check it first.

Troubleshooting

• Order isn’t showing in DN: Confirm it was actually submitted (manual vs automatic), and that the item is set to be fulfilled by DN.
• Status stuck at Unfulfilled: You may be on manual submission—send the fulfillment request; verify no validation errors.
• Request declined with no context: Recheck the Order timeline; expand the related entries for details.
• Design file issues: Re-upload proper files, confirm format/size, and resubmit.

FAQs

Q: Should I use automatic or manual submission?
A: Use automatic for straightforward, low-variance products and trained workflows; use manual when you need a pre-flight review or when many orders need human checks.

Q: Where do I see why a request was declined?
A: In Shopify, open the order and review the Order timeline. The decline entry includes the reason and timestamps.

Additional Resources

• Request Order Fulfillment by a DecoNetwork Store in Shopify
• Workflow by DN Operator: Managing Orders Submitted for Fulfillment from Shopify
• Shopify & DecoNetwork Integration Part 1: Shopify Setup Guide
• DecoNetwork Shopify Integration FAQ